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Reservations Management

The Reservations Management system provides comprehensive tools for handling bookings, managing availability, tracking reservation gaps, and optimizing occupancy across your properties or services.

Overview​

Reservations Management enables you to:

  • Handle bookings across multiple properties/services
  • Track availability in real-time
  • Identify and fill reservation gaps
  • Manage guest information
  • Process payments and deposits
  • Generate booking confirmations

Reservation Types​

Accommodation Reservations​

  • Hotel rooms
  • Vacation rentals
  • Short-term rentals
  • Corporate housing
  • Extended stays

Service Reservations​

  • Tours and activities
  • Equipment rentals
  • Meeting spaces
  • Amenities
  • Transportation

Event Reservations​

  • Venue bookings
  • Catering services
  • Event packages
  • Group bookings
  • Special occasions

Creating Reservations​

New Reservation Process​

  1. Navigate to Reservations > New Reservation
  2. Select property/service
  3. Choose dates and times
  4. Enter guest information
  5. Add special requests
  6. Process payment
  7. Send confirmation

Reservation Details​

Guest Information​

  • Primary Guest: Name, contact details
  • Additional Guests: Names and ages
  • Contact Methods: Email, phone, address
  • Preferences: Special requirements
  • History: Previous stays

Booking Information​

  • Check-in/out dates
  • Number of nights
  • Room/unit type
  • Rate plan
  • Total cost
  • Payment status

Special Requests​

  • Early check-in
  • Late checkout
  • Bed preferences
  • Dietary restrictions
  • Accessibility needs

Reservation List Management​

List View Features​

The reservation list provides:

  • All active reservations
  • Filter by status
  • Sort by date
  • Search functionality
  • Quick actions

Reservation Statuses​

  • Pending: Awaiting confirmation
  • Confirmed: Booking confirmed
  • Checked In: Guest arrived
  • Checked Out: Stay completed
  • Cancelled: Booking cancelled
  • No Show: Guest didn't arrive

Quick Actions​

  • View details
  • Modify reservation
  • Process payment
  • Send messages
  • Cancel booking
  • Check in/out

Reservation Gap Management​

Understanding Gaps​

Reservation gaps are periods with no bookings that represent lost revenue opportunities.

Gap List View​

The Reservation Gap List shows:

  • Unbooked periods
  • Gap duration
  • Lost revenue potential
  • Historical occupancy
  • Suggested actions

Gap Analysis Features​

Identifying Gaps​

  • Automatic gap detection
  • Visual calendar view
  • Gap size filters
  • Seasonal patterns
  • Trend analysis

Gap Metrics​

  • Number of gap nights
  • Average gap length
  • Revenue impact
  • Occupancy rate
  • Comparison periods

Filling Gaps​

Strategies​

  • Dynamic Pricing: Adjust rates for gaps
  • Special Offers: Create gap-filling promotions
  • Last-Minute Deals: Target spontaneous bookers
  • Package Deals: Bundle services
  • Extended Stay Discounts: Encourage longer bookings

Automated Actions​

  • Price adjustments
  • Marketing campaigns
  • Partner notifications
  • Social media posts
  • Email alerts

Availability Management​

Calendar View​

Visual availability display:

  • Color-coded status
  • Drag-and-drop booking
  • Multi-property view
  • Rate variations
  • Minimum stay rules

Availability Rules​

Booking Rules​

  • Minimum/maximum stay
  • Arrival/departure days
  • Advance booking limits
  • Blackout dates
  • Seasonal restrictions

Rate Management​

  • Base rates
  • Seasonal pricing
  • Weekend rates
  • Dynamic pricing
  • Group rates

Inventory Control​

  • Room/unit allocation
  • Overbooking management
  • Maintenance blocks
  • Owner stays
  • Channel distribution

Channel Management​

Distribution Channels​

  • Direct bookings
  • OTA connections (Booking.com, Expedia)
  • Airbnb integration
  • Corporate accounts
  • Group bookings

Channel Synchronization​

  • Real-time availability updates
  • Rate parity management
  • Booking import
  • Inventory distribution
  • Commission tracking

Payment Processing​

Payment Options​

  • Credit/debit cards
  • Bank transfers
  • Payment plans
  • Deposits
  • Gift certificates

Payment Workflow​

  1. Deposit Collection: Secure booking
  2. Balance Due: Track remaining payment
  3. Payment Processing: Charge cards
  4. Refunds: Handle cancellations
  5. Reconciliation: Match payments

Financial Security​

  • PCI compliance
  • Secure storage
  • Fraud detection
  • Chargeback handling
  • Payment verification

Guest Communication​

Automated Messages​

  • Booking confirmation
  • Pre-arrival information
  • Check-in instructions
  • During-stay follow-up
  • Post-stay feedback

Communication Templates​

  • Welcome messages
  • House rules
  • Local recommendations
  • Check-out procedures
  • Review requests

Multi-channel Communication​

  • Email
  • SMS
  • WhatsApp
  • In-app messaging
  • Phone integration

Reporting and Analytics​

Occupancy Reports​

  • Daily occupancy
  • Monthly trends
  • Year-over-year comparison
  • Forecast accuracy
  • Revenue per available room (RevPAR)

Financial Reports​

  • Revenue by period
  • Average daily rate (ADR)
  • Commission analysis
  • Payment reconciliation
  • Tax reports

Guest Analytics​

  • Source analysis
  • Repeat guest rate
  • Length of stay
  • Geographic distribution
  • Booking patterns

Gap Analysis Reports​

  • Gap frequency
  • Revenue loss
  • Fill rate success
  • Pricing effectiveness
  • Marketing ROI

Mobile Management​

Mobile Features​

  • View reservations
  • Process check-ins
  • Update availability
  • Communicate with guests
  • Access reports

Field Operations​

  • Mobile check-in
  • Digital signatures
  • Photo documentation
  • Issue reporting
  • Real-time updates

Integration Features​

Property Management System (PMS)​

  • Two-way sync
  • Unified inventory
  • Centralized rates
  • Guest profiles
  • Housekeeping status

Revenue Management​

  • Dynamic pricing engines
  • Competitor analysis
  • Demand forecasting
  • Rate optimization
  • Market data

Accounting Integration​

  • Automated invoicing
  • Revenue recognition
  • Tax calculation
  • Financial reporting
  • Accounts receivable

Advanced Features​

Group Reservations​

  • Room blocks
  • Group rates
  • Rooming lists
  • Master billing
  • Event coordination

Corporate Accounts​

  • Negotiated rates
  • Direct billing
  • Usage reports
  • Account management
  • Loyalty programs

Package Management​

  • Create packages
  • Bundle services
  • Promotional offers
  • Seasonal packages
  • Upsell opportunities

Cancellation Management​

Cancellation Policies​

  • Policy templates
  • Flexible options
  • Penalty calculations
  • Grace periods
  • Force majeure

Cancellation Process​

  • Policy enforcement
  • Refund calculations
  • Rebooking options
  • Waitlist management
  • Communication

Best Practices​

Operational Efficiency​

  • Streamline check-in/out
  • Automate communications
  • Optimize pricing
  • Monitor performance
  • Train staff regularly

Guest Experience​

  • Quick response times
  • Clear communication
  • Flexible policies
  • Personal touches
  • Issue resolution

Revenue Optimization​

  • Dynamic pricing
  • Channel diversification
  • Gap management
  • Upselling strategies
  • Direct booking incentives

Troubleshooting​

Common Issues​

  • Double Bookings: Check synchronization
  • Payment Failures: Verify card details
  • Availability Errors: Review channel settings
  • Communication Gaps: Check automation rules
  • System Conflicts: Audit integrations

System Maintenance​

  • Regular updates
  • Data cleanup
  • Performance monitoring
  • Backup procedures
  • Security patches